Capturing a record means that it becomes fixed, so that it cannot be altered or deleted. In some systems, capturing may need to happen manually, such as when you print out an electronic document and put it on a paper file. Alternatively, if you are working with an electronic system, it may capture the record automatically or give you the choice to save the record into the system.
Examples of how a record can be captured include:
In electronic systems, records might be created and captured at the same time. For example, when scanning a barcode to update information in an electronic system, the information is uploaded (created) and then automatically saved (captured).
The systems that you capture your records into need to have records management capability so that the records remain authentic, reliable and useable. The National Archives has released specifications and guidelines to assist you in designing your systems to make sure that they have appropriate functionality. Systems with records functionality are likely to be electronic. However, the same functionality is possible in a paper records system, with more effort.
It is important to keep in mind that a system with records management capability offers much more than shared folders, email software, local drives or personal folders. Records captured into a records management system will be accessible to all who need them, and they will be secure from alteration or deletion. If your system for capturing records has appropriate functionality, your information will be protected and your agency's accountability will be ensured.
Records capture can be easy if your system has good records management capability, and your staff are aware of their records responsibilities through good documentation and training. If you include records tasks in your business processes, it is more likely that they will be performed regularly and to a suitable standard.